{"id":77494,"date":"2021-07-30T20:49:26","date_gmt":"2021-07-30T20:49:26","guid":{"rendered":"https:\/\/monday.com\/blog\/?p=77494"},"modified":"2025-10-07T05:06:23","modified_gmt":"2025-10-07T10:06:23","slug":"document-management-workflow","status":"publish","type":"post","link":"https:\/\/monday.com\/blog\/monday-workdocs\/document-management-workflow\/","title":{"rendered":"The complete guide to building and optimizing a document management workflow"},"content":{"rendered":"\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n<p>A typical organization deals with vast amounts of information and documents: processes, customer data, security policies, and contracts, to name a few. You can\u2019t simply manage all these documents manually \u2014 not if you want to stay efficient.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>Here\u2019s where document management workflows come into play. Today, we\u2019ll cover exactly what a document management workflow is and how to design and optimize yours to maximize results.<\/p>\r\n<p style=\"text-align: center;\"><a class=\"cta-button blue-button\" aria-label=\"Get started with monday.com\" href=\"https:\/\/auth.monday.com\/users\/sign_up_new\" target=\"_blank\">Get started with monday.com<\/a><\/p>\r\n\r\n\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">What is a document management workflow?<\/h2>\r\n\r\n\r\n\r\n<p>A document management workflow is the process you use to store, share, delete, edit, categorize, and manage the documents in your organization. The process aims to provide clear guidelines on how to complete a task in the document management life cycle.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>For instance:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Document creation: <\/strong>what steps do you need to create a new document?<\/li>\r\n<li><strong>Document retrieval: <\/strong>what can you do in case you accidentally delete or lose important documents?<\/li>\r\n<li><strong>Document requests and approvals: <\/strong>how long does it take to approve a new document? What are the steps involved in the approval workflow?<\/li>\r\n<li><strong>File sharing:<\/strong>\u00a0is everyone able to share documents effectively? If so, what does the process look like?<\/li>\r\n<li><strong>Document tracking and reporting:<\/strong>\u00a0what are you doing to make sure your workflows are working properly?<\/li>\r\n<li><strong>Document removal<\/strong>: are you keeping tabs on redundant data, such as duplicate files, and are you <a href=\"https:\/\/macpaw.com\/how-to\/free-up-space-mac\" target=\"_blank\" rel=\"noopener\">getting rid of unnecessary files<\/a> on a regular basis?<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>Among others.<\/p>\r\n\r\n\r\n\r\n<p style=\"text-align: center;\"><div class=\"signup-form-wrapper\">\r\n      <div class=\"signup-form-inner\">\r\n      <div class=\"banner \">\r\n         <span class=\"b-left\">\r\n            <div class=\"h2\">One platform for better teamwork <\/div>\r\n            <div class=\"h3\">\r\n              with monday.com Work OS                          <\/div>\r\n              <img decoding=\"async\" class=\"banner-logo d-none d-md-block\" src=\"https:\/\/monday.com\/blog\/wp-content\/themes\/monday\/img\/logo-white.svg\" alt=\"logo\">\r\n         <\/span>\r\n         <span class=\"b-right\">\r\n            <svg class=\"banner-stars d-none d-md-block\" width=\"183\" height=\"85\" viewBox=\"0 0 183 85\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M178.536 62.5357L179.322 60L180.109 62.5358L182.645 63.3223L180.109 64.1087L179.322 66.6449L178.536 64.1088L176 63.3223L178.536 62.5357Z\" fill=\"#FBFBFB\"\/>\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M146.776 74.7722L148.566 69L150.357 74.7731L156.129 76.5634L150.357 78.3534L148.566 84.1284L146.775 78.3544L141 76.5634L146.776 74.7722Z\" fill=\"#FBFBFB\"\/>\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M5.77592 5.77216L7.5661 0L9.35658 5.77313L15.1289 7.56336L9.35717 9.35341L7.5661 15.1284L5.77533 9.35438L0.000457764 7.56336L5.77592 5.77216Z\" fill=\"#FBFBFB\"\/>\r\n            <\/svg>\r\n            <svg class=\"banner-stars d-block d-md-none\" width=\"271\" height=\"103\" viewBox=\"0 0 271 103\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M266.345 69.806L267.092 67.3984L267.838 69.8059L270.246 70.5527L267.838 71.2994L267.092 73.707L266.345 71.2993L263.937 70.5527L266.345 69.806Z\" fill=\"#FBFBFB\"\/>\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M238.282 93.9891L239.982 88.5078L241.682 93.9899L247.162 95.6895L241.682 97.389L239.982 102.871L238.282 97.3899L232.799 95.6895L238.282 93.9891Z\" fill=\"#FBFBFB\"\/>\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M5.48421 5.67949L7.18416 0.198242L8.88438 5.68035L14.3643 7.37988L8.88419 9.07947L7.18416 14.561L5.4844 9.08033L0.00154114 7.37988L5.48421 5.67949Z\" fill=\"#FBFBFB\"\/>\r\n            <\/svg>\r\n            <a class=\"button-t\" href=\"https:\/\/auth.monday.com\/users\/sign_up_new\" target=\"_blank\">Get started<\/a>\r\n         <\/span>\r\n      <\/div>\r\n      <div class=\"only-mobile\">\r\n        <img decoding=\"async\" class=\"banner-logo\" src=\"https:\/\/monday.com\/blog\/wp-content\/themes\/monday\/img\/logo-white.svg\" alt=\"logo\">\r\n      <\/div>\r\n   <\/div>\r\n<\/div>\r\n<\/p>\r\n<p>In other words, document management workflows serve as a map you can follow from the conception of an idea to document delivery.<\/p>\r\n\r\n\r\n\r\n<p>A typical document management workflow might look something like this:<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"An example of a document management workflow\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/image-11.png\" alt=\"An example of a document management workflow\" width=\"536\" height=\"310\" \/><\/figure>\r\n\r\n\r\n\r\n<p>(<a href=\"https:\/\/www.practical365.com\/wp-content\/uploads\/2019\/06\/image-11.png\" target=\"_blank\" rel=\"nofollow noopener\">Image Source<\/a>)<\/p>\r\n\r\n\r\n\r\n<p>These workflows are often managed through the use of a document management system (DMS).<\/p>\r\n\r\n\r\n\r\n<p>DMS are computer programs that provide helpful features for the implementation of a document workflow, including:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Project management: <\/strong>organize tasks and assign projects to specific team members<\/li>\r\n<li><strong>Collaboration features: <\/strong>centralize your communication and collaborate together in a single workspace<\/li>\r\n<li><strong>Integrations: <\/strong>seamlessly integrating the tools and apps your team already uses<\/li>\r\n<li><strong>Automation: <\/strong>automate repetitive tasks and internal processes in a couple of clicks<\/li>\r\n<li><strong>DMS workflow management:<\/strong> manage and oversee all your workflows in a single place<\/li>\r\n<li><strong>Data visualization: <\/strong>visualize relevant data about your documents (e.g., usage, document creation, contributions, etc.)<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>We\u2019ll cover these features in more detail a bit later, but first, let\u2019s answer a crucial question.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Why do you need a DMS workflow?<\/h3>\r\n\r\n\r\n\r\n<p>To understand the importance of document management workflows in modern organizations, let\u2019s imagine that you\u2019re a sales manager in a large SaaS company and you\u2019ve just hired a new sales rep.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>This new sales rep needs to learn several processes that are critical for their job.<\/p>\r\n\r\n\r\n\r\n<p>For instance:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li>How to handle sales conversations<\/li>\r\n<li>How to communicate your value proposition<\/li>\r\n<li>How to use your CRM\u00a0to oversee the entire sales cycle<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>And many others.<\/p>\r\n\r\n\r\n\r\n<p>To learn all these different things, they will need access to specific information and documents. And your document management workflow will dictate how and when this person will receive these things.<\/p>\r\n\r\n\r\n\r\n<p>A confusing or poorly planned workflow will lead to poor results, as new hires may receive documents in the wrong order, miss out on crucial information, or feel bombarded with too much info at once. And then they won\u2019t be able to implement your processes correctly.<\/p>\r\n\r\n\r\n\r\n<p>But the workflow doesn\u2019t end with new hire training. Document management is a collaborative process. New hires not only consume information but create it.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n<p>As they gain more experience, they might also need to train their peers on the use of specific tools and processes.<\/p>\r\n\r\n\r\n\r\n<p>All this information will eventually turn into new documentation.<\/p>\r\n\r\n\r\n\r\n<blockquote>\r\n<p>Document management workflows improve the way people access documents, but also build a single source of information for the entire organization.<\/p>\r\n<\/blockquote>\r\n\r\n\r\n\r\n<p>Other benefits of document management workflows include:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Reduce organizational chaos: <\/strong>a solid document management workflow will bring more clarity to everyone involved and will help you work more efficiently<\/li>\r\n<li><strong>Increase transparency: <\/strong>help team members understand your processes and help them access the right information when they need it<\/li>\r\n<li><strong>Train your team: <\/strong>help your team members develop new skills by accessing the right information<\/li>\r\n<li><strong>Solve problems faster: <\/strong>when everyone understands your processes, they\u2019re better able to solve business problems<\/li>\r\n<\/ul>\r\n<p style=\"text-align: center;\">\u00a0<\/p>\r\n<p>Now that you understand the importance of document workflows, the question becomes: how can you design and optimize yours?<\/p>\r\n\r\n<p style=\"text-align: center;\"><a class=\"cta-button blue-button\" aria-label=\"Get started\" href=\"http:\/\/auth.monday.com\/solutions\/add_solution?solution_id=10005150\" target=\"_blank\">Get started<\/a><\/p>\r\n\r\n<h2 class=\"wp-block-heading\">7 ways to optimize your document management workflow in 2022<\/h2>\r\n\r\n\r\n\r\n<p>We came up with some ideas of how to create a seamless process below:<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">1. Centralization<\/h3>\r\n\r\n\r\n\r\n<p>As we stated a bit earlier, document management needs involvement from your entire organization.<\/p>\r\n\r\n\r\n\r\n<p>Customers, employees, and <a href=\"https:\/\/monday.com\/blog\/project-management\/stakeholder-analysis-ultimate-guide\/\" target=\"_blank\" rel=\"noopener\">stakeholders<\/a>\u00a0are continuously producing new information, and they need a clear path of action to document their knowledge.<\/p>\r\n\r\n\r\n\r\n<p>They also need a way to access the right information, at the right time to solve specific business problems. This is especially difficult for large organizations.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>When you\u2019re dealing with hundreds of people and processes, how can you control and manage information and documents? The only solution is to centralize your workspace.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>By bringing your entire team to work under one roof, you\u2019re able to improve collaboration and get more control over your documents. Here\u2019s where a <a href=\"https:\/\/monday.com\/blog\/product\/work-os\/\" target=\"_blank\" rel=\"noopener\">Work Operating System (Work OS)<\/a>\u00a0comes into play.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>The right Work OS can improve the way you collaborate by bringing your entire team together into a centralized workspace and removing silos between departments.<\/p>\r\n\r\n\r\n\r\n<p>For example, with monday.com, you can invite both internal and external users, communicate in context, and manage all your <a href=\"https:\/\/monday.com\/blog\/remote-work\/how-to-achieve-remote-cross-team-collaboration-in-the-wfh-era\/\" target=\"_blank\" rel=\"noopener\">team collaboration<\/a>\u00a0in a single place.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's visual interface\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/2021-07-26_22-56-40-2.png\" alt=\"monday.com's visual interface in action\" width=\"535\" height=\"363\" \/><\/figure>\r\n\r\n\r\n\r\n<p>You can also set permission levels to boards so that only the right people can access certain information. Besides, thanks to monday.com\u2019s Activity Log, you can explore the entire history you\u2019ve had with customers, employees, and stakeholders and visualize all the document versions available.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's Activity Log\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/image-2-3-2.png\" alt=\"monday.com's Activity Log screenshot\" width=\"1200\" height=\"614\" \/><\/figure>\r\n\r\n\r\n\r\n<p>This can improve your document control, as you can oversee what everyone\u2019s doing and get all your team involved in the document management process.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">2. Advanced search<\/h3>\r\n\r\n\r\n\r\n<p>Searching through hundreds of documents manually is inefficient.<\/p>\r\n\r\n\r\n\r\n<p>For example, imagine that you need to find a document you created 5 years ago. Without a powerful internal search engine, the task would be hard, if not impossible.<\/p>\r\n\r\n\r\n\r\n<p>By categorizing your information based on specific criteria and adding search functionality to your system, you can optimize your document workflow.<\/p>\r\n\r\n\r\n\r\n<p>With monday.com\u2019s Search Everything feature, you can quickly find any information across your entire account.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's Search Everything feature\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/2-1.png\" alt=\"monday.com's Search Everything in action\" width=\"1200\" height=\"512\" \/><\/figure>\r\n\r\n\r\n\r\n<p>Search Everything also comes with advanced filtering options so you can scan through hundreds of documents in seconds and find what you\u2019re looking for with ease.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">3. Document retrieval<\/h3>\r\n\r\n\r\n\r\n<p>Losing information accidentally is pretty common among organizations. What if you delete a critical document? What if you lose important documentation about a client or a process?<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>Before selecting a particular DMS, make sure it offers document retrieval capabilities.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's Recycle Bin\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/res.png\" alt=\"monday.com's Recycle Bin in action\" width=\"1200\" height=\"688\" \/><\/figure>\r\n\r\n\r\n\r\n<p>The above Recycle Bin feature from monday.com automatically stores all deleted or archived documents and helps you restore them in just a couple of clicks.<\/p>\r\n\r\n\r\n\r\n<p>All deleted information will be stored in the Recycle Bin for 30 days unless you decide to delete it permanently.<\/p>\r\n\r\n\r\n\r\n<p>This will help you quickly retrieve deleted documents and reduce accidental data deletion.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">4. Automation<\/h3>\r\n\r\n\r\n\r\n<p>Want to know the fastest way to optimize your document management workflows?<\/p>\r\n\r\n\r\n\r\n<p>Well, it\u2019s using automation.<\/p>\r\n\r\n\r\n\r\n<p>Automation can increase productivity and efficiency in your processes literally overnight.<\/p>\r\n\r\n\r\n\r\n<a class=\"twitter-box\" arial-label=\"Tweet\" target=\"_blank\" onclick=\"window.open(this.href,'targetWindow','toolbar=no,location=no,status=no,menubar=no,scrollbars=yes,resizable=yes, width=800,height=450'); return false;\" href=\"https:\/\/twitter.com\/intent\/tweet?text=\">By automating repetitive tasks and processes, you\u2019re able to save time and use it to work on activities that really move the needle.<span><\/span><\/a>\r\n\r\n\r\n\r\n<p>For example, with monday.com, you can automate up to 250,000 human actions, including:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Task creation: <\/strong>create any type of task-based on specific trigger actions<\/li>\r\n<li><strong>Notifications: <\/strong>notify specific team members or clients whenever an action is completed<\/li>\r\n<li><strong>Tagging: <\/strong>tag team members, customers, and stakeholders based on conditional data<\/li>\r\n<li><strong>Dependencies:<\/strong>\u00a0<a href=\"https:\/\/monday.com\/blog\/project-management\/task-dependencies\/\">set task dependencies<\/a>\u00a0automatically and complete your projects on time<\/li>\r\n<li><strong>Status changes: <\/strong>change the status of tasks automatically and make sure nothing slips through the cracks<\/li>\r\n<li><strong>Recurring activities: <\/strong>streamline repetitive activities and repurpose that time into more productive tasks<\/li>\r\n<li><strong>Custom: <\/strong>build custom automation recipes to automate any type of activity<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>And more.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's automations center\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/image-252-3.png\" alt=\"monday.com's automations center screenshot\" width=\"1200\" height=\"660\" \/><\/figure>\r\n\r\n\r\n\r\n<p>This gives you the flexibility you need to streamline any type of workflow with ease.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">5. Document creation and management<\/h3>\r\n\r\n\r\n\r\n<p>To improve your document management workflows, you need a way to create, edit, and brainstorm new documents in the same place.<\/p>\r\n\r\n\r\n\r\n<p>If your document production process is dispersed across multiple platforms, you\u2019ll struggle with information governance, and you\u2019ll be way less productive.<\/p>\r\n\r\n\r\n\r\n<p>Look for document management software that helps you create documents with ease and collaborate on projects in real-time.<\/p>\r\n\r\n\r\n\r\n<p>Their newest building block, workdocs, lets any monday.com user, create and brainstorm new documents.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's Docs\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/sample-100.png\" alt=\"monday.com's Docs example\" width=\"1200\" height=\"602\" \/><\/figure>\r\n\r\n\r\n\r\n<p>monday.com workdocs are \u201cmultimedia whiteboards\u201d where you and your team can record notes related to a central topic.<\/p>\r\n\r\n\r\n\r\n<p>You can also create multiple document types, including:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Main documents:<\/strong> documentation that\u2019s available for anyone in your organization<\/li>\r\n<li><strong>Private documents:<\/strong> information and documents that only specific people can access<\/li>\r\n<li><strong>Shareable documents:<\/strong> documents you can share with people outside your organization, like customers and stakeholders<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>monday.com workdocs are fully customizable and you can use them to create any type of document.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">6. Integrations<\/h3>\r\n\r\n\r\n\r\n<p>Modern organizations rely on a wide range of apps and software.<\/p>\r\n\r\n\r\n\r\n<p>In 2020, the average business used <a href=\"https:\/\/www.statista.com\/statistics\/1233538\/average-number-saas-apps-yearly\/\" target=\"_blank\" rel=\"nofollow noopener\">80<\/a>\u00a0different SaaS applications.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"Average SaaS apps used by organizations in 2020\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/2021-07-27_11-33-13.png\" alt=\"Average SaaS apps used by organizations in 2020\" width=\"654\" height=\"469\" \/><\/figure>\r\n\r\n\r\n\r\n<p>(<a href=\"https:\/\/www.statista.com\/statistics\/1233538\/average-number-saas-apps-yearly\/\" target=\"_blank\" rel=\"nofollow noopener\">Image Source<\/a>)<\/p>\r\n\r\n\r\n\r\n<p>To deal with this increasing number of platforms, you need a DMS that helps you integrate your critical apps into the same space.<\/p>\r\n\r\n\r\n\r\n<p>Seamlessly integrate over 40 of your favorite tools and apps on monday.com including:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li>Google Drive<\/li>\r\n<li>Dropbox<\/li>\r\n<li>Slack<\/li>\r\n<li>Excel<\/li>\r\n<li>Zoom<\/li>\r\n<li>Gmail<\/li>\r\n<li>Adobe Creative Cloud<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>And many others.<\/p>\r\n\r\n\r\n\r\n<p>This will not only help you reduce chaos and dispersed information, but also reduce the number of critical apps in your business.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">7. Project management<\/h3>\r\n\r\n\r\n\r\n<p>To get the most out of document management, you should approach it like a project.<\/p>\r\n\r\n\r\n\r\n<p>By setting specific goals, milestones, and deliverables with clear deadlines, you\u2019re able to work more efficiently and manage your resources with precision.<\/p>\r\n\r\n\r\n\r\n<p>Before choosing a specific document management solution, make sure it offers powerful project management functionality.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>monday.com provides you with multiple <a href=\"https:\/\/monday.com\/blog\/project-management\/guide-to-project-management\/\" target=\"_blank\" rel=\"noopener\">project management<\/a>\u00a0features that will help you organize your work and <a href=\"https:\/\/www.igeeksblog.com\/best-iphone-ipad-team-management-apps\/\" target=\"_blank\" rel=\"noopener\">manage your team with ease<\/a>, including:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Team management: <\/strong>assign team responsibilities, centralize your communication, and manage your entire team in the same place<\/li>\r\n<li><strong>Data visualizations: <\/strong>visualize your workflows from different angles and perspectives, including <a href=\"https:\/\/monday.com\/blog\/project-management\/kanban-project-managment\/\" target=\"_blank\" rel=\"noopener\">Kanban<\/a>, <a href=\"https:\/\/monday.com\/blog\/project-management\/project-timeline\/\" target=\"_blank\" rel=\"noopener\">Timeline<\/a>, <a href=\"https:\/\/monday.com\/blog\/project-management\/everything-you-want-to-know-about-gantt-charts\/\" target=\"_blank\" rel=\"noopener\">Gantt<\/a>, <a href=\"https:\/\/monday.com\/blog\/project-management\/workload-management-tools\/\" target=\"_blank\" rel=\"noopener\">Workload<\/a>, and more<\/li>\r\n<li><strong>Collaboration features: <\/strong>communicate in context and chat with teammates in real-time<\/li>\r\n<li><strong>Customizations: <\/strong>customize the entire platform to fit your exact project management needs<\/li>\r\n<li><strong>Effective tracking and reporting: <\/strong>oversee your progress and get access to valuable insights about your performance<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n\r\n\r\n<p>These features will help you organize your document management workflows more effectively and achieve your goals faster.<\/p>\r\n<p style=\"text-align: center;\">\u00a0<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">How to choose the right document management system for your organization<\/h2>\r\n\r\n\r\n\r\n<p>At this point, you already know some of the features you should look for when selecting a document management system (DMS) for your business.<\/p>\r\n\r\n\r\n\r\n<p>So let\u2019s quickly explore why monday.com makes sense for document management and how it can help you optimize your workflows faster.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">What is monday.com?<\/h3>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's digital asset management template\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/digital_asset_management_dam_first-2.png\" alt=\"monday.com's digital asset management template screenshot\" width=\"1200\" height=\"695\" \/><\/figure>\r\n\r\n\r\n\r\n<p>monday.com is more than just a document management solution. Of course, monday.com offers powerful features to manage your documents, but that\u2019s barely scratching the surface.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>To be precise, monday.com is a powerful Work OS where teams can design custom digital workspaces for any type of process or workflow, including: <a href=\"https:\/\/monday.com\/blog\/crm-and-sales\/crm-with-document-management\/\">CRM with document management<\/a>, project management, software development, and HR.\u00a0<\/p>\r\n\r\n\r\n\r\n<p>With dozens of building blocks you can arrange at will, you can design a workspace that fits your exact needs with speed.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Why does monday.com make sense for document management?<\/h3>\r\n\r\n\r\n\r\n<p>In terms of electronic document management, monday.com offers valuable features, including:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Robust storing: <\/strong>store up to 1,000 GB worth of information and organize your documents more efficiently<\/li>\r\n<li><strong>40+ integrations: <\/strong>integrate your favorite tools and apps in just a couple of clicks<\/li>\r\n<li><strong>250,000 automations:<\/strong> build custom automation recipes and streamline all your workflows<\/li>\r\n<li><strong>File sharing: <\/strong>share files with specific team members or stakeholders with ease<\/li>\r\n<li><strong>Collaboration features: <\/strong>centralize your communications and collaborate with your team faster<\/li>\r\n<li><strong>Docs: <\/strong>create, share, and edit documents with our built-in document production features<\/li>\r\n<li><strong>Project management: <\/strong>manage your document management projects from start to finish<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>To get a more complete understanding of all our document management functionality, we suggest you read our <a href=\"https:\/\/monday.com\/product\/\" target=\"_blank\" rel=\"noopener\">product overview page<\/a>.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Your turn<\/h2>\r\n\r\n\r\n\r\n<p>Now that you understand how to design and optimize a document management workflow, it\u2019s time to put that information into practice.<\/p>\r\n\r\n\r\n\r\n<p>By following the 7 ideas outlined in this guide, you\u2019ll be able to manage your most crucial information with more efficiency.<\/p>\r\n\r\n\r\n\r\n<p>Besides, with monday.com\u2019s powerful document management features, starting is pretty straightforward.<\/p>\r\n\r\n\r\n\r\n<p>Why don\u2019t you check out our <a href=\"https:\/\/monday.com\/templates\/template\/71895\/digital-asset-management\" target=\"_blank\" rel=\"noopener\">digital asset management template<\/a>? It\u2019s fully customizable, and you can adapt it to fit your exact needs.<\/p>\r\n<a class=\"cta-button blue-button\" aria-label=\"Get started\" href=\"http:\/\/auth.monday.com\/solutions\/add_solution?solution_id=10005150\" target=\"_blank\">Get started<\/a>","protected":false},"excerpt":{"rendered":"<p>A typical organization deals with vast amounts of information and documents: processes, customer data, security policies, and contracts, to name a few. You can\u2019t simply manage all these documents manually \u2014 not if you want to stay efficient. Here\u2019s where document management workflows come into play. Today, we\u2019ll cover exactly &#8230;<\/p>\n","protected":false},"author":5,"featured_media":79226,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_yoast_wpseo_title":"Document management workflow guide %%page%% %%sep%% %%sitename%%","_yoast_wpseo_metadesc":"Learn what a document management workflow is and discover 7 ways to optimize your workflow","monday_item_id":0,"monday_board_id":0,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[13941],"tags":[],"class_list":["post-77494","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-monday-workdocs"],"acf":{"lobby_image":false,"post_thumbnail_title":"","hide_post_info":false,"hide_bottom_cta":false,"hide_from_blog":false,"cluster":"","display_dates":"updated","banner_url":"https:\/\/auth.monday.com\/users\/sign_up_new#soft_signup_from_step","main_text_banner":"Try monday.com Work OS","sub_title_banner":"","sub_title_banner_second":"Join the over 125K teams that use monday.com","banner_button_text":"","below_banner_line":"","post_date":"20220825","landing_page_layout":false,"featured_image_link":"","use_customized_cta":false,"display_subscribe_widget":false,"custom_schema_code":"","activate_cta_banner":false,"hide_time_to_read":false,"sidebar_color_banner":"","custom_tags":false,"disclaimer":"","cornerstone_hero_cta_override":{"label":"","url":""},"faqs":false,"show_contact_sales_button":"0","custom_header_banner":false},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Document management workflow guide | monday.com Blog<\/title>\n<meta name=\"description\" content=\"Learn what a document management workflow is and discover 7 ways to optimize your workflow\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, 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